Induction Programme for Newly Appointed Principals 2012/13

1. Induction Programme for Newly Appointed Principals 2012/13 Code of Aid for Secondary Schools: 1 . An Overview 2 . Subvention to Aided Schools 3 . Staff Establishment of Schools School Administration 2 EXIT

2. Codes of Aid for Primary/ Secondary Schools:An Overview

3. Part IIntroduction • Interpretation This Code of Aid prescribes the rules and conditions in accordance with which the Government of the Hong Kong Special Administrative Region promotes education by means of grants to such primary/secondary schools as may be approved for this purpose by the Permanent Secretary for Education (PSEd) (Part I.1(a)of CoA for P/S and S/S)

4. Introduction • Delegation of Power • Management of Aided Schools • Education Ordinance (EO) and subsidiary legislation • CoA & Permanent Secretary’s instructions • Additional Managers • School not being managed satisfactorily • Pupils’ education not being promoted in a proper manner • No manager

5. Introduction • Minimum Number of Managers • No less than 5 • Access to Accounts • The Director of Audit • Independent Commissioner Against Corruption • or any authorised officer

6. Part IIGrant of Aid • Calculation of Grant • Kinds of Grant • Permanent Secretary’s Authority • Subscriptions • Acceptance of Donations

7. Recurrent Grant • Salaries Grant • Approved Staff Establishment • Salaries, Increments and Allowance • Leave • Supply Teachers & Temporary Replacements • Operating Expenses Block Grant • Composite Furniture & Equipment Grant

8. Non-Recurrent & Capital Grants • Non-recurrent & capital grants • Insurance

9. Part IIIAdministration of Aided Schools • Admission, Suspension and Expulsion of Pupils • Use of School Premises • Appointment and Dismissal of Staff • Other Personnel Matters • Retirement, Promotion, Regrading, Acting Appointment • School Accounts • Admission, Suspension and Expulsion of Pupils • Use of School Premises • Appointment and Dismissal of Staff • Other Personnel Matters • Retirement, Promotion, Regrading, Acting Appointment • School Accounts

10. General Principles and Procedures on Appointment/ Other Personnel Matters • Formulate explicit policies and procedures to select suitable candidates Open, fair and transparent Schools should • Formulate objective assessment criteria • Conduct open recruitment (advertised in the press) • Form an independent selection panel • Composition of the panel (selection of staff other than the School head): • An SMC member other than the school head • The school head • A senior teacher of the respective subject, depending • on the nature of the post to be filled

11. General Principles and Procedures on Appointment/ Other Personnel Matters Schools should • Consider all eligible applications • Assess the suitability of applicants • Keep a proper record of the assessment results Please refer to EDBC 5/2005 & 30/2000 and Chapter 7 of School Administration Guide

12. Enhanced measures & SCRC to prevent improper persons from serving as teachers Public Concerns • Extensive media coverage on teachers’ offence cases leading to public concerns over: • Whether teachers who have committed serious offences (e.g. sex offence) are allowed to serve in schools • Whether there are appropriate measures to protect students in schools Please refer to EDBCM No. 65/2010 & 179/2011 and Chapter 7 of SAG

13. Enhanced measures & SCRC to prevent improper persons from serving as teachers Before Appointment Check the documents • Verify carefully the qualification documents of the applicants Academic qualifications Certificate of Registration as a Teacher & Certificate of Service • Ensure the appointees not yet registered to apply for teacher registration before assumption of duties

14. Enhanced Measures & SCRC (Cont’d) Require the applicants to declare • Whether they have been convicted of any criminal offence(s) in Hong Kong or elsewhere • Whether their registration or permission status as a teacher has been cancelled/ refused (in the job application form and/or other related documents) Require Native English Speaking Teachers (NETs) directly employed by schools to produce a Certificate of No Criminal Conviction or other legitimate documentary proof issued by their countries of residence (Effective from the 2009/10 s.y.)

15. Enhanced Measures & SCRC (Cont’d) Let the applicants know • Purpose for collecting the information • Any criminal conviction may not necessarily render their applications unsuccessful • The consequences of refusing to provide the necessary information

16. Enhanced Measures & SCRC (Cont’d) Verify the information • With prior consent of the applicants, consult their previous employers about their job performance and the reason(s) for leaving, if deemed necessary • Request the applicants to undergo Sexual Conviction Record Check (SCRC) at the advanced stage of the employment process • Seek the applicants’ consent to apply to EDB for releasing their registration information to the school in case of doubt

17. Enhanced Measures & SCRC (Cont’d) State in the conditions of services • The consequences of intentionally providing false information/ withholding any material information • The obligation to report to the school forthwith any criminal proceedings against them after appointment

18. Enhanced Measures & SCRC (Cont’d) After appointment Professional Conduct • Convey to all staff the expectations regarding their conduct and performance on a regular basis through a variety of channels Declaration/report • Require teachers to report to the school if criminal proceedings are instituted against them

19. Enhanced Measures & SCRC (Cont’d) • Report to EDB serious offence or act of misconduct allegedly committed by a teacher when such comes to notice • Specify in the Certificate of Service the reason(s) for leaving, for reference of other schools (applicable to all staff) Disciplinary measures • Suspend a teacher from duties, if deemed necessary, in case where criminal proceedings of a serious nature are instituted against him/her

20. Formulate the procedures and assessment criteria Qualifications & Eligibility Conduct & Experience Require teachers to Declare Consent/ Apply Cross-check with EDB Previous employers Prepare contracts State expectations/ professional conduct Promptly report /seek support Summary (Verify from various sources and be stringent in the selection) About to appoint Police (through SCRC) Appointed

21. Thank you!

22. Enhanced Measures applicable to 1. Teachers: Temporary/ contract/ part-time/ daily-rated supply teachers NETs Teachers paid out of cash grants, etc. 2. Non-teaching staff: Staff employed on whatever terms Coaches/ instructors leading extra-curricular activities Teaching assistants, etc. 3. Service providers: Personnel deployed to work in schools

23. Declarations to be made in the job application form and/or other related documents 1 (for reference) • Declaration on any record of criminal conviction or cancelled/refused registration or permission status as a teacher • Have you ever been convicted of any criminal offence(s) in Hong Kong or elsewhere[excluding any record(s) of conviction regarded as “spent” under the Rehabilitation of Offenders Ordinance] ? Yes No • Has your registration or permission status as a teacher been cancelled/refused by the Education Bureau ? Yes No If yes, please provide the details:_____________ • Any criminal conviction may not necessarily render job applications unsuccessful.

24. Declarations to be made in the job application form and/or other related documents 2 (for reference) • The consequences of refusing to disclose the necessary information and intentionally providing false information/ withholding any material information For example, the applicants will declare: • I understand that if I fail to provide the necessary information, my job application will not be considered. • I understand that if I intentionally provide false information/withhold any material information, it will render me liable to disqualification for employment, or to termination of employment if already employed by the school.

25. Declarations to be made in the job application form and/or other related documents 3 (for reference) • Authorization by the applicants to the school for consulting their previous employers about their job performance and/or reasons for leaving • I consent/do not consent to the ABC School making enquiries, for the purposes relating to recruitment and appointment, to my current/ previous employers about my job performance and/or reasons for leaving.

26. Sexual Conviction Record Check (SCRC) Scheme What is “SCRC” ? • Administrative scheme operated by the Hong Kong Police Force since 1 Dec 2011 • Provides employers with a reliable channel whereby they may ascertain whether applicants applying for work relating to children or mentally incapacitated persons (MIPs) have any sexual conviction records.

27. Sexual Conviction Record Check (SCRC) Scheme (Cont’d) Guiding Principles • Enhance protection of children or MIPs from sexual abuse • Applicable only to work related to children or MIPs • Voluntary in nature • Operation and use of the scheme is subject to the Personal Data (Privacy) Ordinance and provisions in relation to data protection

28. Sexual Conviction Record Check Flow Chart Employers Prospective employees Request prospective employees to undergo SCRC at the advanced stage of employment process Make advance appointment thro’ Auto-Telephone Answering System (ATAS) Provide a documentary proof of possible employment to prospective employee Submit application in person and obtain checking code Verify check result Conduct the check thro’ the ATAS and record the transaction no. Pass the checking code and 1st four digits of HKID no. to employer for conducting check Destroy any personal data which is no longer required

29. Revised Sampleof Conditions of Services Including “Disclosure of Information”: A teacher should report to the school forthwith any criminal proceedings against him/her after appointment. A teacher will be liable to disciplinary action if found to have intentionally provided false information to/ withheld any material information from the school.

30. Revised Sampleof Certificate of Service Including “Reason(s) for Leaving”： • Resignation dueto personal reasons • Expiry of contract • Dismissal • Summary dismissal

31. End of Session 1

32. Code of AidBriefing Session Subvention to Aided Schools

33. General Domain Special Domain Capital Cost for Building, Furniture and Equipment Grant Grant for Repairs, Maintenance, Minor Improvement & Emergency Repairs Furniture & Equipment Grant Various One-off Grants • Subvention to Aided Schools • In general, the operating expenses of aided schools are met from government grants Subvention to Aided Schools Recurrent Grants Non-recurrent Grants Salary-related grants Operating Expenses Block Grant Expanded Operating Expenses Block Grant (Applicable to IMC Schools） Rent, Rates and Government Rent Composite Furniture and Equipment Grant

34. Purpose：to provide schools with greater flexibility in the use of resources Recurrent Grants (1) Operating Expenses Block Grant (OEBG)

35. Provided to schools in the school year following the establishment of the IMCs Demarcation between General Domain and Special Domain is removed The computation and adjustment of provision are simplified Surplus can be retained up to 12 months’ provision Surplus can be used to top up： 50% of recurrent cost arising from government-funded projects 25% of recurrent cost arising from furniture and equipment and other facilities or educational service acquired through private donations or other fund-raising schemes Expanded Operating Expenses Block Grant (EOEBG)

36. Computation & adjustment of EOEBG • existing schools Provision= + *Baseline Reference School Specific Grants *Baseline reference = prevailing OEBG provision in the immediate past s.y • new schools #Basic provision = basic provision on expenditure on per school basis (territory wide average) developing schools Allow option to choose either (a) or (b) but irrevocable

37. Fundamental Principles of OEBG & EOEBG • Schools should : • have sound financial planning and good budgeting • be good employer while complying with the requirements of the Minimum Wage Ordinance • set aside part of the grants for the payment of Severance Payment/Long Service Payment as outstanding commitment for staff employed under constituent grants of OEBG/EOEBG • observe related guidelines in procurement and tendering* • observe Code of Aid, School Administration Guide, Circulars/CM and guidelines issued from time to time • *For the financial limits and related arrangements of the procurement of goods and services • Please refer to EDBC015/2007 Tendering and Purchasing Procedures in Aided Schools

38. Fundamental Principles of OEBG & EOEBG (2) • schools should not keep too much surplus without specific purposes • should not use the provision to procure services or materials to drill students for assessments • should not use the provision on the fringe benefits for staff

39. Tips on Handling Subvention • In addition to organizing seminars and training sessions for Financial Management, EDB has also uploaded Tips on Handling Government Subvention for Aided Schools on EDB website which includes: • Principles on Accounting, Records, Tendering/ Quotation, Approval etc. • Dos • Don’ts

40. Financial and Accounting Arrangements of Schools

41. Purpose To enable schools to improve their furniture and equipment provision according to the needs of individual schools Ambit F&E items to meet the needs of schools & students maintenance/repairs fees for F&E items insurance premium for non-standard F&E items for school portions Principles on usage for students’ interest expenditure incurred should be reasonable & necessary for educational purposes all F&E items should be recorded, managed & protected (2) Composite Furniture and Equipment Grant (CFEG)

42. Composite Furniture and Equipment Grant (2) • Special Features of CFEG • Disbursement • after the first three years of a new school & closing of the Set-up Fund Account • disbursed in August • For details, please refer to EDBCM 104/2012 Operating Expenses Block Grant, Expanded Operating Expenses Block Grant and Composite Furniture and Equipment Grant for Aided Schools for the 2012/13 school year

43. (3) Rent, Rates and Government Rent • Provided to eligible schools to refund the rent, rates and government rent of premises for school purposes 〔For details, please refer to EDBC14/2007 Refund of Rates and Government Rent〕

44. Non-recurrent Grants • Capital Cost for Building, Furniture and Equipment • Grant for Repairs, Maintenance, Minor Improvement & Emergency Repairs • (3) Furniture & Equipment Grant • Replacement of Furniture and Equipment cost due to fire, natural • disasters or theft • (4) Other One-off Grants • For special programmes/projects , e.g. Grant for Establishment • of Incorporated Management Committee etc.

45. Other Sources of School Income • Tong Fai (Senior Secondary) • Collection of fines, charges and fees for specific purposes • Fund raising/Donations • Hire of Accommodation ＊Schools must observe the Education Regulations, Circulars/Circular Memorandum and Guidelines issued by EDB from time to time

46. EDB Homepage Website: http://www.edb.gov.hk/index.aspx?nodeID=2&langno=1 School Administration Regulations:Code of Aid and School Administration Guide • Financial Management: • Acceptance of Advantages and Donations by School and Its Staff Reference Materials • Reference materials on E/OEBG and CFEG • Reference materials on Trading Operations • School Finance • Tips on Handling Government Subvention for Aided Schools • ……etc.

47. Block Insurance Policy • Public Liability Indemnifies Schools against legal liabilities for accidental injury to any person or accidental loss of or damage to any property • Employee Compensation Covers the legal liability of an employer which relates to death or injury by accident or disease sustained by an employee arising out of and in the course of employment • Group Personal Accident It is a nominal benefit provided to Students who suffer from Accidental Death or Permanent Disablement whilst participating in any school activities For details, please refer to EDB Homepage>School Administration> Administration> Safety and Insurance> School Safety and Insurance

48. Block Insurance Policy (2) Insurer (2011-2013) China Taiping Insurance (HK) Co., Ltd. Period of Insurance 1 September 2011 to 31 August 2013 (Both dates inclusive) Geographical Limit • Hong Kong • Extended to worldwide for temporary overseas visits

49. Damage/Loss to school premises • The Government shall carry the risk of damage or loss to the school premises (including furniture and equipment) caused by fire, natural disasters and perils such as construction or excavation work by a third party adjacent to the school; loss of standard items by theft and burglary; and loss of cash (government funds only) in transit --- [Code of Aid] • Schools should themselves decide whether to take out insurance for non-school portions and non-standard items of furniture, equipment and buildings

50. EDB Homepage Website: http://www.edb.gov.hk/index.aspx?nodeID=2&langno=1 School Administration Administration Safety and Insurance • School Safety and Insurance • Explanatory Notes on Block Insurance Policy • Specifications • Common Questions and Answers • Claim Procedure and Forms • ……etc.